Booking Conditions

For Churches

By booking with us at Oakwood you confirm that you have read, understood and agree to our booking conditions. If you have any queries or concerns about any of the points below please do not hesitate to contact us.

Residential Bookings

Booking Procedure

A residential booking may be made by telephone or email. We will then raise an invoice requesting a 20% non-refundable deposit. The booking will be held for 7 days pending receipt of the deposit. We will confirm the booking by phone or email once the full deposit has been received. If we do not recieve the deposit within that period we will have to cancel the booking. You will recieve an email or a phone call to let you know that this has taken place.

We ask that the full payment for your booking is made 1 month before you arrive at the Centre. If we do not receive payment by this time we will contact you by phone or email. If payment is not made following this contact Oakwood will have the discretion to treat the booking as cancelled, and full cancellation fees will apply.

Cancellation Policy

In the event of cancellation for whatever reason, by either a group or individual, the deposit is non-refundable.

Cancellation Policy

Any CANCELLATIONSMUST BE MADE IN WRITING to Oakwood Youth Challenge, and is only effective on the date received. Cancellation of a booking or reduction in numbers for any facilities or services booked, including accommodation, meals or activities will be subject to the following charges:
a) Cancellation of a booking or reduction in numbers made before twenty (20) weeks of a visit- there will be no charge except loss of deposit.
b) Cancellation of a booking or reduction in numbers made within twenty (20) weeks of a visit will be charged at 50% of the full original fee.
c) Cancellation of a booking or reduction in numbers made within ten (10) weeks of a visit will be charged at 75% of the full original fee.
d) Cancellation of a booking or reduction in numbers made within six (6) weeks of a visit will be charged at 100% of the full original fee.

Cancellations must be made in writing – we will continue to hold your reservation until this written cancellation is received.

In the event of your booking having to be cancelled by Oakwood, you will be offered either a full refund, or a similar booking on different dates.

Damages

We ask that groups accept full responsibility (including payment) for any breakages/damage that result from inappropriate behaviour whilst at Oakwood. When booking, as part of your intial deposit we will require a £250 damages deposit which will be refunded to you at the end of your stay.

Changing your Group size

We recommend that you estimate as accurately as possible the size of your group as it impacts on pricing, dormitary allocation and activity session groups. Please see our pricing informationfor more details. If the number in your group increases, we will do our very best to accommodate your requirements. A deposit for these extra numbers will be requested. If the number decreases however, you (as agent for the group) will be liable for the appropriate cancellation fee.

Arrival and Departure Times

Unless previously agreed with us, we ask that groups arrive no earlier than 5pm on their first day and leave no later than 2pm on their final day.

Activity Session Bookings

Booking Procedure

An activity booking may be made by telephone or email. We will then raise an invoice requesting a 20% non-refundable deposit. The booking will be held for 7 days pending receipt of the deposit. We will confirm the booking by phone or email once the full deposit has been received. If we do not recieve the deposit within that period we will have to cancel the booking. You will recieve an email or a phone call to let you know that this has taken place.

We ask that the full payment for your booking is made 1 month before your session. If you book within 1 month of your activity session then you will be asked to make the full payment within 7 days of booking. If we do not receive payment by this time we will contact you by phone or email. If payment is not made following this contact Oakwood will have the discretion to treat the booking as cancelled, and full cancellation fees will apply.

Cancellation Policy

In the event of cancellation for whatever reason, by either a group or individual, the deposit is non-refundable.

Where cancellation occurs within 2 months of your arrival, the following charges apply:

Cancellation occurs

Percentage of full fee due

Within 2 months

50%

Within 1 month

100%

Cancellations must be made in writing – we will continue to hold your reservation until this written cancellation is received.

In the event of your booking having to be cancelled by Oakwood, you will be offered either a full refund, or a similar booking on different dates.

Changing your Group size

We recommend that you estimate as accurately as possible the size of your group as it may impact on the number of activity groups you require and therefore also the pricing. If the number in your group increases, we will do our very best to accommodate your requirements, and a new invoice will be raised for the additional people. If the number decreases however, you will be liable for the appropriate cancellation fee.

Arrival Times

We ask that groups arrive 15 minutes prior to the start time of their activity session.

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